Program Assistant - PACT

Position Summary:

This position is a support member to the PACT Team and is responsible for organizing, coordinating and monitoring all non-clinical operations of PACT. This includes triaging calls and de-escalating clients on the phone; coordinating communication between the team and clients; assisting clients, their families, and partner agencies to get answers to questions; and maintaining accounting and budget records for client and program expenditures. 

Responsibilities:

• Provide administrative support for the PACT team including:

• Typing forms, letters, correspondence and memos
• Managing and maintaining files
• Copying and routing or posting information appropriately

• Ensure materials are prepared and available as necessary for groups and other client interventions
• Distribute team mail as appropriate
• Assist with audits, ISQT meetings
• Act as PACT secretary, take minutes at meetings and prepare for team meetings by providing a typed agenda, disseminating minutes from previous meetings, and providing other support to the PACT Program Manager as requested.  
• Answer telephone calls including performing the following:

• Triage and coordinate communication between the team and clients
• Expedite answers to questions for clients, families and other community entities and agencies
• Work with callers to relieve urgent situations and to temporarily manage or de-escalate them until other staff are available
• Decide when and how quickly to refer calls to other staff
• Assess and report clinical behaviors and information that seem out of the ordinary for a particular client.  Document these activities as requested.

• Assist the team with timely communication with primary and specialty medical care providers, acute care hospitals and emergency departments
• Prepare letters to request medical records and client authorizations and maintain log of requests and records received
• Operate and coordinate the computer and information management systems for the team
• Maintain basic knowledge of medical records, information systems, and forms to answer staff questions and facilitate problem solving
• Audits files, training to do the DOV
• Assist with gathering and tracking health information and documents and entering in the electronic medical record and other relevant health data systems.
• Provide support to care team by monitoring compliance with requirements, recording admissions & discharges, collecting data and running reports from the EMR, and preparing reports as requested.
• Ensure that notifications of detentions, crisis interventions, emergency department episodes, or other inpatient episodes are distributed and/or are available to clinicians as needed through daily reports
• Maintain petty cash supply for the unit as requested; ensure that it is balanced, receipts are turned in, and copy of ledger is given to accounting and team supervisor in a timely manner. 
• Maintain a stock of supplies for the team from inventory by filling out purchase requisitions and ordering through the purchasing procedures.
• Ensure all program office equipment is in good working condition, requesting maintenance and repair when needed.
• Maintain and review with the team leader the unit budget for operation of the PACT team and assure that all purchases of supplies and equipment remain within that budget.
• Update and maintain a policies and procedures manual to assure that current and accurate information is available to staff.